Administrative Associate-Kona

Job Summary

The Administrative Assistant provides administrative and clerical support across dealership departments, including Sales, Service, and Accounting, at our Kona location. This role is essential in supporting daily operations in a fast-paced, team-oriented environment where flexibility and cross-functional support are key.

In alignment with the Tony Group’s mission to build long-term relationships with our associates and guests and make a positive difference in our community, this position ensures efficient operations while delivering exceptional service to both internal teams and our guests.

Essential Job Responsibilities

(Other duties may be assigned)

· Greet and assist guests in person and over the phone in a professional, friendly, and welcoming manner

· Maintain dealership records, files, and documentation (digital and physical) with a high level of accuracy

· Perform data entry, reporting, and updates within CRM and dealership systems

· Support Sales and Service teams with processing paperwork, including deal jackets and repair orders

· Assist with basic accounting functions such as invoicing, receipting, and reconciling documentation

· Ensure compliance with dealership policies, manufacturer standards, and regulatory requirements

· Maintain a clean, organized, and professional front office environment

· Communicate effectively and collaborate with multiple departments to support daily dealership operations.

Additional Responsibilities: Adhere to the Tony Group Standards

· SMILE – Be positive and respectful to everyone

· GREET – greet everyone within five feet

· HELP – help every guest or find someone who can

· THANK – remember to always thank the guest

· GOLD- Go for the Gold (Grand Opening Look, Daily)

DMV & Delivery Support (Kona Operations)

· Coordinate with local DMV offices (West Hawaiʻi Civic Center) for submission, pickup, and follow-up of vehicle registration and title documents

· Prepare and review DMV paperwork for accuracy and completeness prior to submission

· Perform regular runs to DMV offices, banks, post office, and other vendors, as required for Kona operations

· Deliver documents, license plates, and other items to guests or internal departments in a timely and professional manner

· Track and follow up on outstanding DMV items to ensure timely processing and avoid delays

· Maintain logs and documentation for all DMV transactions and deliveries

Deal Processing Support

· Submit deals to lenders, including banks, credit unions, and captive finance companies

· Ensure compliance with federal and state regulations, including contracts, disclosures, and rate structures

· Assist in calculating deal profitability, including front-end and back-end gross

· Coordinate closely with Sales, Finance (F&I), and management teams to ensure smooth deal flow

· Verify customer information, including income, identity, and insurance documentation

· Review and finalize deal documentation for accuracy and completeness